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We’re Going Places!Traveling with Liberty ISD
Covered TopicsLodgingMealsTransportationMiscellaneous ChargesProcedures and FormsFuel Credit Cards
LODGING$85.00 per night per person excluding
taxes(exceptions must have prior approval and follow state guidelines)
No reimbursement for:Room serviceMoviesPersonal callsOther personal services
MEALS
Overnight stay required for employee meal reimbursement
Employees must return itemized receiptsStudents must sign list indicating receipt of cashNo alcoholTips are not reimbursable
EMPLOYEE MEALS
Breakfast $7.00 – Reimbursed with itemized receipt and overnight stay required
Lunch $9.00 – Reimbursed with itemized receipt and overnight stay required
Dinner $20.00 – Reimbursed with itemized receipt and overnight stay required
Tips are not be reimbursable per IRS Guidelines
BPA Qualifiers
STUDENT MEALS$4.00 PER STUDENT PER MEALRoster of students attending required before
purchase order is enteredList signed by students verifying receipt of
meal money or actual receipts along with unused meal money must be returned to business office after trip
TRANSPORTATION
TRANSPORTATIONCHECK OUT DISTRICT VEHICLE WHENEVER
AVAILABLE
5 passenger sedan 8 passenger SUV 15 passenger van (students may not
ride in van)
TRANSPORTATIONMileage reimbursement (currently $.50 per
mile)if you must drive your own car when district vehicles are unavailable
Use shortest route and record beginning and ending odometer readings
If two or more employees travel with the same itinerary on the same dates only one may claim mileage reimbursement
Red Ribbon Rally Austin
Miscellaneous Charges
ParkingTollsRegistration FeesPublic Transportation
Submit receipts in order to receive reimbursement
PROCEDURES
Austin TXCourtesy of Bruce Wright
Travel Reimbursement
Submit purchase
requisitionReceive PO
Complete Travel Expense
Form-attach receipts
Submit receipts and
travel form to business office
Receive reimbursement
check
Travel Expense Form Liberty ISD
LISD VEHICLE PROCEDURES
Before Trip
•Contact your front office for arrangements
•Receive confirmation-Driver Trip Sheet Report
During
Trip
•Pick up vehicle from Bus Barn at departure time
•Record times and odometer readings on Trip Sheet
After
Trip
•Return vehicle to Bus Barn
•Surrender keys and completed Driver Trip Sheet Report
LISD FUEL CARDSAvailable when using district vehicle-NOT
allowed for use with personal vehicleSign for and pick up card from Mr. Hunt at
the bus barnYou MUST get receipts when using fuel cardsReturn card along with gas receipts, keys and
trip sheet to Mr. HuntAfter hours-seal everything in an envelope
and drop in mail slot in garage door at bus barn
RECEIPTSMust be itemized
Must submit no later than 30 days after the trip
ADVANCED TRAVEL FUNDSSubmit Purchase Requisition approved by
immediate supervisor at least 10 days before funds are needed
Indicate when check is needed for pick upNot later than 10 days after trip submit
receipts , travel form, student signature list and any unexpended funds to business office
Failure to file timely travel reports with proper receipts/documentation may require you to repay the entire cash advance to the District